Knowledgebase

Information from the Health Funds, Insurers or Government agencies about their latest fee or rebate schedules which are used in the SPM/PHM applications, is on this page.  It is kept updated as the fee schedules become available to us.

DVA
Last updated: 14 Nov 2023

Medicare and Health Funds
Last updated: 1 Dec 2023


Last updated:

Medicare

Nov 2023

 

ADF 

July 2023

 

AHM

Nov 2023

 

AHSA

Nov 2023

 

BUPA

Nov 2023

 

Cessnock DHBF

Nov 2023

 

DVA

Nov 2023

 

GMF - WA

Nov 2023

 

GMHBA

Nov 2023

 

GU Health

Nov 2023

 

HBF

Nov 2023

 

HCF

Nov 2023

 

IOOF

Nov 2023

 

Latrobe

Nov 2023

 

Medibank Private

Nov 2023

 

Mildura DHF

March 2023

 

NIB

Nov 2023

rt and Transport

Nov 2023

 

St. Luke

Nov 2023

 

TAC

Nov 2023

 

WAGMSS

March 2023

 

WC - NSW

Nov 2023

 

WC - Qld

Dec 2022

 

WC - Vic

Nov 2023

 

WC - WA

Nov 2023 

 

Medicare +120%

Nov 2023

 

Medicare +125%

Nov 2023

 

Medicare +150%

Nov 2023

 

 

Microsoft now requires third-party applications, that want to import emails from a Microsoft 365 (Office 365) IMAP service, to use an access token for authenticated connection requests. Basic Authentication, which uses a Username and Password, is no longer supported by Microsoft.  The Incisive application will automatically recognise whether the Microsoft account is configured to only allow ‘Managed Authentication’ connections.

You need to register the Incisive application in your Azure Active Directory tenancy, that hosts your Exchange Online and grant it permissions. The AppID and Secret Value, of the app you register, are required for SPM/PHM to access the Microsoft 365 account.

The steps required are:

  • Register the ‘Message Centre’ as an App

  • Assign Users & Groups to the App

  • Assign Permissions to the App

  • Create a Secret

  • Enter the App ID and Secret into the Incisive program

Detailed instructions to configure the Azure portal are available from:

https://incisivesupport.com/docs/Microsoft365_OAuth2_Config.pdf

If the data for the claim does not comply with the Medicare rules, then claims will be rejected (by Medicare).  The format for the rejection will look similar to the response below.

This is not an error message.  It is a communication from Medicare that you need to check your data input and amend if necessary.

Status: MEDICARE_REJECTED

Assessor: Medicare

Code: UNACCEPTABLE_ERROR

When you lodge a claim for Medicare benefits, they use return codes to tell you why the claim was rejected or how the claim was assessed.

A full list of Medicare response codes is available here:

https://www.servicesaustralia.gov.au/medicare-digital-claiming-return-codes?context=22796

Code:  9201 Invalid format for data item.
Cause: Caused by a blank or contains spaces, hyphens or any other special characters (e.g.: ! @ # $ % ^ and * / \) is invalid and cannot be received by Medicare.
Resolution:

Edit each patient with a hyphenated name and ensure that there is no space before or after the hyphen.

Code:  9628 Referral or request required
Cause:   A referral or request is required for this claim. If the referral details were not submitted for this claim you'll need to submit this claim again with the referral details added.
Resolution:

Alternatively, some item numbers may need to be submitted with the 'Self-deemed' flag enabled.

WebException: The remote server returned an error: (400) Bad Request.

Field: Patient.name.second
Message: Value was invalid: Must contain only characters A-Z and a-z
Solution: WebServices requires a second initial, whereas the old client adapter did not.  Ensure patients who have a second first name, have this recorded.

Apple do not recognise or use TWAIN drivers to interact with scanners that are used with their Mac Book computers, so it takes a few more steps to get the scanning options configured and also to complete the scanning workflow.

A short tutorial video displaying the workflow sequence to scan a document, is available from this location

Configuration

  1. Install the ICA driver for the scanner on the Mac.  Test by using the Apple 'Image Capture' app.
    If the driver doesn't install check that you have sufficient permissions.
    If there is no ICA driver then the following steps will not work and you will have to scan the documents separately then attach, using the Message Centre feature.
  2. Install (or update) the latest TSscan client app (for MacOS) on the computer that is connected to the scanner (https://terminalworks.com).
    1. Open the app (Finder > Applications) and select 'Options'.  Then check ON the 'Redirected folder' option.
  3. Go to Preferences in Microsoft Remote Desktop and in the Redirected field, enter in the path to the ...Documents\TSDataDrive 


Scanning

  1. In the Incisive application, go to Patient > Notes > Scan.  
    1. Choose 'TSScan' as the scanner
    2. Open the 'Advanced' section and check ON the 'Use Shell Scanning' option.  This must be enabled.
      You may also want to enable 'Save Automatically', 'Use Document Feeder' and 'Reverse Background' (if they appear as white text on black).


  2. Click on the 'Scan' button
    If this is the first time using TSscan, a TSscan window may appear.  Select the Tools menu and choose the 'Switch to Mac UI', then close it.


    If the above screen doesn't appear, just let it continue as it is already set to use the Mac UI.


  3. Apple's 'Image Capture' app will then appear.
    1. Select the scanner in the left-hand panel
    2. Choose configuration options in the right-hand panel.
      1. 'Text' quality is usually sufficient.  If you use Colour it will significantly increase the size of the image file.
      2. Set the 'Scan To' directory to be the same as the directory selection in point 3. of Configuration above (Microsoft Remote Desktop > Preferences
      3. Choose 'TIFF' as the format and check ON the option to 'Combine into a single document'.
      4. Select 'Scan' to start the scanning process
      5. When the scanning has completed, choose 'Finish' to close Image Capture and pass the image to the Incisive application.
    3. The TSscan application will then upload the scanned image to the remote server.


      Wait until the 'Completed' image appears.  The speed of how long this takes is dependent on your internet Upload speed

  4. If the 'Save Automatically' option is not checked On, click on the button in the Incisive application to Save and either continue scanning or Exit

If this scanning process does not work for you, then scan the documents separately to a folder and import them to the patient's records using the Message Centre import feature.

Overview

Most computers are now configured to automatically install Windows updates and this update process can cause the Specialist Practice Manager or the Private Hospital Manager to   not start up correctly.  

Symptoms

After you have tried to start the application you may receive error messages saying 'Automation Error' or 'Object Not Found' or similar.

Solution

  1. Restart your computer.
  2. Log onto your computer using a login that has Administrator rights (you may need to ask your technician or even get them to do the following process)
  3. If you have an Incisive folder on your Desktop, open it and look for a shortcut called something like 'Register Program Files'.  If there is one right-mouse-click on the shortcut and choose 'Run As Administrator'.
    This will cause a black window to appear and it will register all the programs in the Incisive program directory.
    You can start SPM or PHM up again once it has completed.
  4. If you do not have an option to register the program files you will need to do the following
    1. Click on the Start button
    2. Type in the word RUN and then select the Run app from the search results
    3. In the Run option type in the following:
      C:\spmwin\registerspm.bat      then press the Enter key
    4. A black window will appear and the files will register automatically.
      You can start SPM or PHM after it has finished.

If these options do not correct the problem please contact the Incisive Helpdesk or your technician.

If you are wanting to check your internet speed we have found the following website to be very useful.

    https://nperf.com

It is a requirement for the Medicare Online adapter to function that Java version 6.0 is installed on the workstation or server that the claiming is being performed from.

Click on this link to go to the Java site and go to the latest 'Java SE Runtime Environment' section and download the relevant edition for your operating system.  

 

Outlook can cause focus issue.

Check the setting 'Enable Live Preview'.  If this is enabled, disable it.  You can find the setting in File - Options - General.

SPM/PHM will list the printers that you have available to your Windows profile.

If a printer is not appearing in the list or has previously been used with SPM/PHM but a message is saying that it is no longer available, try to following steps first:

  • Ensure the printer is turned on or that the workstation that the printer is plugged into is turned on.
  • Check there is paper in the trays as the printer may of taken itself 'off-line'.
  • At the Windows level, select the printer and do a 'Test Print'.  If this isn't successful, contact your hardware technician, as the Incisive application will not be able to print if you can't do a test print.
  • Log out and restart your workstation to make sure that your Windows login is successfully finding and connecting to the printers installed for your profile.
There is no hard and fast rule regarding when it is commercially beneficial for you to transfer your payments from the PAYG (Pay As You Go) option to the Perpetual option, which has a one-off license payment and then fixed, monthly payments for on-going support services & future software maintenance.

The best calculation model could be to use the Equivalent Annual Cost method.

Using the following fees, cost of capital, a nominal 'lifetime' and monthly fees of $200 

     

The Equivalent Annual Cost would be:

     

Use the EAC to compare with your PAYG charges (remember to allow for GST).


The 'Expected Lifetime' value is a bit of an anomaly as there is no future capital reinvestment required for the Perpetual license.
If you extend the Expected Lifetime out to 5 or 10 years the following EAC values are calculated:
    EAC at 5 years =   $3439
    EAC at 10 years = $2982

If you receive this message, do not remove or update your versions of Java if you either use Medicare Online (Australia) or upload files to ACC (New Zealand) as both of these applications require Java.  Click on the 'X' to close this screen.

Java Update

From your Windows task bar, right mouse click on the Java icon,

Windows task bar

And then select Cancel.

Cancel Java update

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